Unfading link is a copy of the letter. Ethics of business correspondence. Who writes the request letter
1. The letter is printed on white or light-colored paper of A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
The date of the letter is the date it was signed. The date is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn up with two pairs of Arabic numerals separated by a dot; year in four Arabic numerals.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at your discretion with an index (for example, the initials of the head of the department). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter from each of these departments, separated by a slash.
The addressee can be organizations, their structural subdivisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the surname. The name of the organization and its structural unit indicated in the nominative case.
LLC “Company “Name”
The position of the person to whom the letter is addressed is indicated in the dative case, for example:
LLC “Company “Name”
LLC “Company “Name”
The letter should not contain more than four addressees. The word "Copy" before the second, third, fourth addressees is not indicated. With a larger number of recipients, they make up a mailing list of letters.
The composition of the props "Address" may include mailing address. The elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.
When addressing a letter to an organization, indicate its name, then the postal address, for example:
Yaroslavsky pr-kt, 12, Yaroslavl, 150001
When addressing a letter to an individual indicate the name and initials of the recipient, then the postal address, for example:
st. Svobody, d. 5, apt. 12,
Yaroslavl, 150000
The text of the letter is drawn up in the form of a table, a coherent text, or in the form of a combination of these structures.
The columns and rows of the table must have headings expressed by a noun in the nominative case. The subheadings of columns and lines must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on the following pages.
A connected text usually consists of two parts. In the first part, the reasons, grounds, goals for writing the letter are indicated, in the second (final) - decisions, conclusions, requests, suggestions, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of the letter prepared on the basis of documents of other organizations, their details are indicated: the name of the document, the name of the organization - the author of the document, the date of the document, the registration number of the document, the heading to the text.
The letter uses the following forms of presentation:
- first person plural “please send”, “send for consideration”);
- first person singular “I consider it necessary”, “I ask you to highlight”);
- third person singular “the society does not object”, “LLC “Name” considers it possible”).
A mark on the presence of the application named in the text of the letter is drawn up in the following way:
Application: for 5 liters. in 2 copies.
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, for example:
Appendix: 1. Lease agreement for 5 liters. in 2 copies.
2. Acceptance-transfer certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note about the presence of the attachment is drawn up in the following way:
Attachment: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a note on its presence is issued in the following way:
Application: for 3 liters. in 5 copies. only to the first address.
The composition of the "Signature" requisite includes: the name of the position of the person who signed the letter (full, if the letter is not issued on a letterhead, and abbreviated - on a letter issued on a letterhead) and the transcript of the signature (initials, surname), for example:
How to write a letter correctly
Nowadays, it is simply necessary to be able to write a letter correctly, regardless of who your message is addressed to (a possible employer, an arrogant official or a close friend) and the method of sending correspondence (by regular mail or e-mail, maybe fax).
Options with sample letters can be viewed in the "sample documents" section on this site. Now let's talk about some rules of writing and formatting. Letters fall into three general categories:
- personal - to your loved ones, family members, close friends and not so much (use an informal style),
- semi-official - correspondence with various organizations on issues relating to you personally (for example, with a bank about the state of your account, with a social security authority about the benefits, with trading network on receipt of goods, etc.),
- business (service) letters - you need an official business style of presentation and there are strict requirements for registration.
How to write a personal letter
Personal letters writing is mostly pleasant, because you communicate with family and friends close to you. First you need to say hello, just the word "Hi!" is good.
In case you are late with the answer, it will be polite to apologize and mention the reasons. If you are already in a state of correspondence with the addressee and you have been asked questions, then it's time to answer them now. Then, after the introductory phrase “I’m doing well,” you can proceed to a presentation of events, write about what worries you.
Since the communication style is informal, jokes, gossip (your own assessment of events or a description of the opinions of others) and retelling of a fashion magazine article will do. In a word, use whatever makes your writing interesting. Emoticons, questions like “well, how?”, “Really, great?” will revive a personal letter well.
Try to be sincere. Ask how your addressee is doing, ask questions in turn to continue the correspondence. At the end, express your feelings, such as "love", "would like to meet", "look forward to hearing", etc. Be sure to put your signature (by e-mail is often skipped), but the addressee may never guess who the letter is from (it is not always clear by e-mail address). Reread the letter and correct the errors if necessary. They usually annoy people and show a lack of respect.
How to write a semi-formal letter
semi-formal letters should be as concise as possible and state the subject matter clearly. Simple and logical is welcome. In a bad mood good letter do not compose. And it is better to exclude any lyrical digressions from the topic and the manifestation of emotions, and focus on the evidence base (especially important for complaints).
I advise you to write a letter using a computer, then print it on a regular white A4 sheet and sign it with a pen. Handwritten letters are allowed. In this case, write legibly and accurately, especially the last name.
Once legible, it is easy to read. Now in serious organizations, documents are often registered in in electronic format. Your last name (it may be beautiful, but intricate) is well known only to you. If, during the registration of your letter, at least one letter in the surname is replaced, then an electronic search in a huge database does not seem to find your appeal. And it will be problematic for you to find out whether it is registered at all, although later the answer may reach you.
It is customary to always indicate the addressee in the right upper corner letters. I will give you a few options to help you, they are all valid. It all depends on your preferences, and whether you know the name of the structural unit or officials of the addressee:
federal Service
for work and employment
Head Federal Service
such or such
AND ABOUT. Surname
Administration of Volgograd
Department such and such - its name
Chief Editor
Publishing house "Pshik"
E.F. Kagailovsky
LLC "Perepolokh"
Chief accountant
A.I. Kvochinskaya
any individual
Tugrikov S.M.
st. Lusnaya, 207, apt. 1375,
Voronezh, 400001
Below the addressee, write your last name, first name, patronymic, full address for sending a reply by regular mail, it is also better to provide a phone number.
If you are already re-applying somewhere, then you must definitely indicate the link to the number and date of the received letter (perhaps several). This greatly facilitates the processing of correspondence, and you will definitely receive a response, taking into account previous correspondence on the issue in question. It is written "On the No. (numbers) of 08/31/2014". This link is placed on the left above the text, you can see it in the figure with a diagram of the elements of the letter.
If you know the name of the person you are addressing, then you can start the text "Dear ...!", Then you should end it with "Respectfully,".
If there are any supporting documents, then it must be noted below the text given fact. Then in the future you can easily prove what exactly you sent along with the letter. What specific documents (or copies) are sent can be indicated in the text or directly in the mark on the presence of applications. It is placed below the main text, for example:
Application: for 2 liters. in 1 copy.
Attachment: copies of payment receipts ... for 2 sheets. in 1 copy.
It should be remembered that you should always indicate in your appeal:
Otherwise, your letter may be considered anonymous. Such letters are not subject to consideration, which means you will not receive a response to your appeal. The authorities are obliged to respond within a period of not more than a month from the date of registration of your letter.
The letter must be written by you in two copies. You can contact the organization you need in person. In this case, in the clerical service (secretary, office or general department), be sure to ask your copy of the letter to mark receipt with the date. It is better to immediately put the registration number, but in large organizations they may not register letters immediately due to their large number. Therefore, it is enough at the time of application that your copy of the letter be stamped with the name of the organization and the date. This is very important if you need to meet the deadline or later confirm the very fact of the appeal.
But it is not necessary to go somewhere in person. It may be easier for you to go to the nearest post office. In this case, send by registered mail with notification. The effect will be the same. After a while, you can call the organization and find out the fate of your letter. And you can not call anywhere, just wait for an answer.
If, in the end, you received an unsubscribe instead of an intelligible answer, contact again. In the authorities, for example, the fact of a repeated appeal on the same issue is monitored. Or write a letter in the form of a complaint, you can try to send it to a higher organization. Such appeals are also treated with great attention.
As for the rules business correspondence- this is one of the most important topics of office work and it deserves a separate article devoted to it.
"Personnel officer. HR records management", 2008, N 3
Business letter: design features
Entering a foreign market is associated with compliance with certain ethical standards doing business taken abroad. These norms also include the rules for conducting business correspondence, the observance of which will help to present the activities of your enterprise, avoid any misunderstandings, establish long-term contacts and, ultimately, contribute to commercial success.
Despite the emergence of such modern means of communication as satellite, computer, etc., correspondence takes up to 80% of the total volume of documentation and is the main means of managerial communication.
Business correspondence is the main official means of communication between organizations, organizations and individuals. So, in its preparation, the established rules should be taken into account. Firstly, it will ensure the legal force of documents and, secondly, it will help to achieve the goal - to encourage the addressee to take certain actions you need.
The concept of "business correspondence" combines different types documents: official letters, telegrams, telephone messages, memorandums, etc.
The most common type of business correspondence is business (service) letters. Features of their content largely depend on the purpose for which they are compiled. However, there are general requirements for drafting and formatting, which are mandatory for any letter. Speaking about the rules for compiling a business letter, they should be divided into rules related to the form of the document, i.e. design rules, and content requirements.
In Russian institutions, organizations and enterprises, business letters sent to third-party organizations are drawn up on special letterheads. These are standard sheets of paper, usually A4 format (for small letters, A5 format can be used). They display details with permanent information about the institution, company, etc., allowing them to be identified. According to GOST R 6.30-2003, the details of the form include the following: State Emblem Russian Federation or a subject of the Russian Federation; the emblem of the organization; code of the organization - the author of the letter; the name of the author of the letter; reference data about the organization - the author of the letter. In addition, a place is indicated for the following details: date, registration index, reference to the registration index and date of the incoming document, addressee, title to the text.
Each of the details of the letter has features in use and design.
State symbols (State coat of arms or coat of arms of a constituent entity of the Russian Federation) are used only for organizations state form property and is regulated by the Federal constitutional law of December 25, 2000 N 2-FKZ, as well as legislative and regulations subjects of the Russian Federation. The emblem can be placed on letterheads of enterprises and organizations of all forms of ownership.
The author of the letter (props "Name of the organization") is, as a rule, the organization on behalf of which the letter is sent to a particular address (although sometimes the author may also be a structural unit).
In order for the document to have legal force, the name of the higher organization is indicated on the form, if there is an industry subordination, the exact (in accordance with the charter or regulation) and full name of the organization or enterprise. The first is typical for state organizations. If the abbreviated name is fixed in the charter, then it is placed in the form under the full name and is written in brackets.
The Civil Code of the Russian Federation contains a rule according to which the company names of legal entities include their organizational and legal form (for example, a company with limited liability, closed Joint-Stock Company etc.). One of the requirements for the name of the organization - the author of the letter is the placement of the legal form on the form.
The requisite "Reference data about the organization" is included in the letter form for implementation feedback. Reference data about the organization are necessary for postal, telegraph, telephone, electronic communication with the organization, as well as for the performance of settlement and monetary transactions in the bank whose account is indicated on the document.
Postal and telegraph addresses are drawn up in accordance with the requirements of the Rules for the provision of postal services, approved by Decree of the Government of the Russian Federation of September 26, 2000 N 725. In this case, the following address order must be observed:
- street name, house number, apartment number;
- the name of the settlement (city, town, etc.);
- the name of the region, territory, autonomous district (region), republic;
— country (for international postal items);
Bank details are required only on letters on settlement and cash transactions, for example, on letters of guarantee.
Details "Organization code", "Primary state number of the legal entity" and "Taxpayer identification number/registration code" are identifying features of the author organization. They allow to establish that the organization - the author of the document is registered by state bodies as a legal entity, is an economic entity and registered with the tax authority.
Details "Date of the document" and "Registration number of the document" are the details that give the document legal force. They allow you to prove the existence of an official document. Establish the responsibility of the organization-author for the accuracy of the information and the authenticity of the document.
The date of the letter is entered digitally, in Arabic numerals, in one line; two pairs of digits denoting the day of the month, the month and the full spelling of the year, for example, 12/25/2005; in this case, the word "year", the letter "g" with a dot or a full stop are not put, except for the case when the sentence ends with the date.
In accordance with international standards date elements can have a different sequence: year, month, day (2005.09.01).
In letters of financial content, the use of a verbal-numeric design of the date is used, in which after the numbers denoting the year, the letter “g” with a dot or the word “year” must be placed, for example, December 05, 2005 / year.
The date on the document is affixed by the official signing the document immediately upon its signing.
It is recommended to include in the registration index of the letter the index of the structural unit or area of activity where the draft document was prepared, the case number (according to the nomenclature of cases), where the letter will be placed after work with it is completed, and the serial number of the letter. For example: 02-08/24, where 02 is the index of the structural unit that prepared the letter; 08 - case number (file); 24 is the serial number of the letter.
In small firms that do not have structural divisions, the corresponding element can be replaced by an index of the area of activity (personnel work, advertising, organization of transport services, etc.) or by an index of a specific contractor.
The requisite "Recipient" ensures the correctness of addressing and, as a result, a guarantee of delivery. Letters are addressed to organizations (in the nominative case), structural unit (in the nominative case), officials or individuals (in the dative case).
When addressing a letter to the head of the organization or his deputy, the name of the organization is included in the name of the position of the addressee. Initials official are placed before the last name, for example:
Addressing a letter to the heads of structural divisions or specialists begins with the name of the organization, for example:
Head of Sales Department
When addressing an official, a special word-address can be used (master, academician, professor, etc.). In this case, the initials are placed after the surname, for example:
President of JSCB "Investcredit"
Mr. Prokhorov G.A.
It is allowed to center each line of the attribute "Address" in relation to the longest line.
If the letter is sent to several homogeneous organizations, they are indicated in a generalized way, for example:
When sending a letter to different organizations, the "Address" attribute should not contain more than four addresses. The word "Copy" before the second, third and fourth address is not written. When a letter is sent to more than four addresses, a mailing list is compiled, and only one address is indicated on each letter.
The requisite "Address" may include a postal address. The address is not put down on letters sent to government agencies and permanent correspondents, for example:
Director of JSC "Yantar"
When addressing a document to an individual, the surname and initials of the recipient are indicated, and then the postal address, for example:
Boitsovaya st., 5, apt. 3,
Khimki, Moscow region,
Props "Title to the text". Almost every letter should have a heading. It is compiled by the performer after the letter is prepared. The heading is required for letters prepared on A4 letterhead. On letters that have a small text, prepared on A5 forms, the heading is not drawn up. The main requirement for the title is to be concise, but accurately reflect the content of the letter. The title of the text of the letter should answer the question: “About what?”, For example:
— On the organization of a scientific conference
- On violation of the terms of the contract N 21 dated 10.02.2005
— On granting a loan
- About renting premises.
The heading is located above the text of the letter under the details of the form. They print it without quotes and without underscores in one or more lines, the length of the line is no more than 28 characters.
The title is the search feature of the letter. It, along with the date, registration number and surname of the author, is entered into the document database when it is registered and put under control. This allows you to quickly find a letter by its content. That is why it is important to formulate a title to the text of a business letter.
The "Text of the document" attribute is the main attribute of the document, giving it legal force. It allows you to establish the goals and reasons (motives) for creating a document, analyze the recorded facts, situations, conclusions, requests, suggestions of the author.
Business letters are printed only on the front side of the sheet with one and a half intervals. GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Document Design Requirements” does not establish requirements for fonts used in the preparation of documents. The main requirement for fonts is that they must be highly readable.
The most important font indicators are: typeface (nature of the drawing) and point size (printed letter size according to vertical axis, measured in points (point - 0.376 mm)).
The typewriter font is the most gentle for the human eye. Therefore, in most office work instructions, when preparing documents in the Word for Windows text editor, it is recommended to use fonts that are close to the typewriter font:
— typeface Times New Roman, size — 13, 14, 15;
- typeface Arial, size 12, 13, 14.
Optimal for sight is the font Times New Roman 14th size. When making tables, fonts of smaller sizes can be used, but not less than 10th. The contrast of printing should ensure high-quality reproduction of the document by means of copying and duplicating equipment.
Marking the presence of the application. This prop is optional. It is affixed if the letter has attachments. The word "Application" is printed from the left margin with subtext. There are several ways to design this prop.
If the text of the letter mentions the name of the application (for example, “We are sending you a draft instruction for office work.“), Then a note about it is made out as follows:
Application: for 10 l. in 2 copies.
If the attachment is not named in the text of the letter, then the note about the attachment contains its full name, the number of pages and copies:
Draft Supply Agreement
N 02-08/24 for 5 liters. in 2 copies.
If several documents are attached to the letter, then the attachment documents are numbered and each indicates the number of pages and copies:
1. Instructions for office work
for 10 l. in 2 copies.
2. Draft Supply Agreement
In the case when a letter is sent to several recipients, and the attachment is intended for only one of them, the attachment mark contains the following information:
Application: for 5 liters. in 2 copies. to the first address.
If the application is bound, then the number of pages in it is not indicated, for example:
Application: in 1 copy.
The requisite "Signature" is the requisite that gives the document legal force. Allows you to determine whether the letter is signed by an official authorized to make decisions. As a rule, the right to sign is the prerogative of the head of the organization or his deputies. Such a right may also be granted to the heads of structural divisions. The right to sign must be enshrined in an internal legal act, for example, in the charter, regulations on the enterprise or structural unit, etc.
The requisite "Signature" is located after the text of the letter and is limited to the left and right margins. It consists of the title of the person signing the document, his personal signature and the transcript of the signature. In deciphering the signature, first indicate the initials, then the surname, while neither brackets nor oblique lines are affixed.
Service letters are almost always written on letterhead. In this case, the name of the organization is not included in the position of the person who signed the letter, for example:
Director N.I. Popov
However, there are cases when letters are not written on a letterhead (for example, a letter prepared by two organizations), then the signature looks like this:
Director of Agat LLC N.I. Popov
Vice President L.P. Sokolov
When writing a letter on the letterhead of an official, the position of this person is not indicated in the signature.
If the letter is signed by the leaders of both organizations, i.e. persons holding equal positions, their signatures are placed at the same level, for example:
CEO Chairman of the Board
CJSC "Edelweiss" AB "Mechta"
N.P. Grishin ________ A.M. Slavkin
Several signatures can also be under a letter prepared in one organization. This applies mainly to letters of a financial nature. They are signed by the head of the organization and Chief Accountant. In this case, their signatures are placed in the sequence corresponding to the positions they hold:
Director K.T. Morozov
Chief Accountant G.I. Fedotov
It should be noted that the current regulations do not provide for affixing facsimile in documents, i.e. carved on a stamp, the signature of the head. According to GOST R 6.30-2003, a personal signature of the head, affixed by hand, is required.
The requisite "Seal" is a requisite that gives the document legal force. Printing is not required on all documents. The seal impression certifies the authenticity of the signature of an official on documents certifying the rights of persons fixing facts related to financial resources, as well as on other documents providing for the certification of a genuine signature.
IN public institutions apply official seal organizations and the seal of the structural unit (for example, the seal of the personnel department), in non-governmental organizations - the company's round seal equivalent to the official seal of the organization. Each organization, on the basis of current legislation and other regulations, must develop a list of its documents, which must be stamped.
In business correspondence, seals are rarely used. Authentication requires letters of a financial nature. Always sealed letters of guarantee. To certify other letters, it is sufficient to have a form and signature of a competent person.
The seal impression should be affixed in such a way that it captures the end of the job title of the person signing the document (you should not capture the beginning of the signature, since in some cases it is necessary to clearly distinguish the signature for its further identification).
The artist credit is an often overlooked attribute, although it can make the job much easier, especially if the letter is written by a large organization. This requisite includes the last name and phone number or last name, first name, patronymic and phone number of the specialist who directly prepared the document, and therefore is well versed in the problem, for example:
Mikhailov Ivan Sergeevich
By the specified phone number, you can easily get all the information you need without contacting the management of the organization and without doing a long search for the right employee. At the same time, the second option for making a note about the artist is more preferable, since knowing the name of the artist will facilitate contact with him.
The note about the artist is placed in the lower left corner on the front or back of the last page of the letter.
Abroad, more attention is paid to the formal aspects of correspondence than here. In order not to spoil good relations with partners or friends abroad, correspondence etiquette must always be strictly observed.
The first letter should create a favorable impression about the company, its activities and about you personally. With the receipt of the message, the first impersonal meeting with you begins. This meeting may lead in the future to the conclusion of a mutually beneficial deal or, conversely, become the last.
A business letter must be impeccable in all respects: even a slight deviation from the rules can make it illegal from a legal point of view. This is especially important if we take into account that it is not customary to put a seal on commercial documents abroad, one signature of an authorized person is enough even on orders, reports and letters of guarantee.
Letters should be written in such a way that it is easy for the recipient to do what is required of him. You will get an answer faster if you send ready-made envelopes with an address and the addressee will just need to mark the appropriate options than if he had to write the letter himself.
In the event that a positive decision is made on the issue under consideration, it is advisable to begin the letter with the formulation of the decision, and vice versa, it is better to place a negative decision, on the advice of psychologists, at the end of the letter.
When formulating a refusal, you need to be as correct as possible so as not to lose a partner.
Include a postscript (P.S.) in your letter and put the most important information in this section. Psychologists believe that when people receive a letter, they first read the greeting and then the postscript. Therefore, in P.S. you should outline the most tempting benefits, invitations to action, everything that inspires, inspires, creates a sense of necessity and urgency. Write P.S. - great art. In some letters P.S. handwritten to prove to the addressee that the sender sent him a personal, individual letter, and not a printed piece of paper sent to thousands of other people.
Start each new thought or idea with a red line and express this thought as simply and concisely as possible. Remember that long phrases sound more formal than short ones. Follow the rule: short words - short phrases (10 - 12 words) - short paragraphs (two to four sentences). You will achieve the greatest visual effect if you keep its proportions such that the width of the paragraph should be greater than the length. Not recommended:
- break the paragraph so that one line remains on the first page, and all the rest - on the second;
- transfer one line from a paragraph to the next page - there must be at least two lines;
end the page with a word separated by a hyphen or a word with a hyphen.
The letter should not be long, it usually takes one page. All details about the product technical description etc. should be stated in a special booklet attached to the letter. The maximum letter size is two pages. Psychologists believe that a larger volume is not perceived by the addressee.
Don't go to the fields. Keep in mind that wide margins make writing easier to read and more attractive. Wide margins create the impression of "free space" on the page, which also draws attention to the text, gives it significance. Ideally, the document margin should not be strict (in other words, the right ends of all lines should not be on the same straight line); this gives the document a more friendly and accessible look. However, if the document needs to look strict and formal, if you are afraid that the page will appear sloppy, in this case, a strict right margin will create the effect of "tidying up" the page.
Your letter should not contain errors, typos, incorrectly or clumsily constructed phrases. Grammar errors, missing punctuation marks or using them incorrectly can ruin all your efforts.
Business letters are written on neatly cut, only white paper (for private letters, if desired, you can take paper of a different color). The envelope must be the same color and weight as the paper. Never use non-standard envelopes and paper for your correspondence. If the envelope is transparent, then the letter is first put into a sheet of clean paper folded in half, and then into an envelope. The letter is folded with the text inside, no more than twice. It is advisable not to fold the most important business letters, but send them in a large, thick envelope. When sending a letter by courier or through a third party, the envelope is not sealed.
Caring for professional reputation, etiquette require a very careful attitude to stationery. Naturally, the words of your letter will remain the same regardless of whether the ribbon of your typewriter is new or old, whether you use a computer with laser printer or with matrix. But in one case they will talk about you as a business person who seeks to strengthen his image even in small things, and in the other they will decide that you do not want to think about readability and other “trifles”.
Sign the letter with an ink color different from that used to print the text.
It is advisable to respond to letters or even postcards you receive as soon as possible, no later than three to five days after receiving them. If there is a delay, report receipt, apologize, and explain the reason for the late response.
So, there are certain spelling canons business letters, non-compliance with which can not only affect the prestige of the company, but also prevent the conclusion of profitable contracts. Compliance with these rules will be the key to the success of your business and will testify to you as a solid partner with a stable financial position and serious intentions.
Letters of request are an integral, important and necessary part of business correspondence. On the one hand, these are tactful and diplomatic requests on current issues, on the other hand, they are a tool to achieve certain goals of the addressee. The purpose of any letter of request is to encourage the addressee to take certain actions necessary for the author of the letter. How to write a letter of request in order to get as close as possible to a positive answer?
Any request letter should include a well thought out rationale and a clear statement of the request. In addition, you can use techniques that increase the effectiveness of writing.
Step 1. Who are you asking?
Address the addressee personally, it is better - by name and patronymic:
“Dear Ivan Ivanovich!”, “Dear Mr. Ivanov!”
Firstly, you express your respect to the addressee, and secondly, a request addressed to a specific person imposes on him responsibility for its implementation. There are situations when a request is addressed to a team or a group of people. In this case, it is also desirable to personalize the appeal as much as possible:
"Dear Colleagues!", "Dear Managers!", "Dear Junior Employees!", "Dear Employees personnel service!»
Step 2. Why are you contacting me?
Compliment the recipient. Making a compliment to the addressee, you answer his question: “Why are you addressing this question to me?” Note his past accomplishments or personal qualities.
“You are always ready to listen and find the best way to solve the problem of almost everyone who turned to you. And, I must give you credit, you helped a lot.”
"You are the leading expert in the field...".
“You have helped many to resolve the most difficult issues in the field of…”.
This technique will allow the addressee to take a closer look at the request and try to find an opportunity to satisfy it. fuck her.
A compliment is appropriate when it comes to non-standard requests, when you need to win over the addressee, when you need to pay attention to certain merits and qualities that are necessary and important to fulfill your request.
It is very important not to cross the line between a compliment and rude flattery. Be sincere.
Step 3. Justification of the request
Any request must be justified why you are making this particular request. Enter the addressee in the context of your problem.
At this stage, you need to select the three most significant arguments for the addressee. It is best to build arguments according to the scheme: strong - medium - strongest.
Requests come in different levels of complexity, so the addressee is not always interested in fulfilling someone's requests. He needs to be convinced that fulfilling the request carries a potential benefit:
Interest the addressee
Offer to implement some attractive opportunity for him related to the fulfillment of your request:
“At all times, business, enterprising people sought not only to achieve material success, but also to leave their mark on the history of the Motherland, to be remembered good deeds win respect."
« The successful activity of any professional community is, first of all, understanding and support from friendly Unions, participation in joint events and projects».
« Of course, your big goal is a clean and comfortable city for people».
Or voice a problem that is very relevant for your addressee:
“You, as a wise master of the city, are probably worried about the erratic walks of children different ages in places unsuitable for this, which leads to more frequent accidents and an increase in juvenile delinquency.
“There has been an increase in calls to your department on non-core issues, which takes up a lot of invaluable working time.”
Show how your request can help realize the opportunity:
« And today, when our country relies on young people, it is difficult to find a more necessary, sacred cause than helping young men and women from dysfunctional families. There are those in our city who are already providing such assistance - under the auspices of the mayor's office, our charitable center "Heritage" operates on donations from the townspeople, which teaches difficult teenagers folk crafts ».
Or solve the problem:
“Equipment of specialized places for pastime of children of different ages will help reduce the level of juvenile delinquency and minimize road accidents involving children.”
Describe the significance of the request
When there is nothing to offer the addressee or in the context of this request it is inappropriate, it is better to bring the addressee up to date. Here you need to describe the situation as fully as necessary to understand the relevance of the request and the importance of its implementation. The significance of the request must be described in such a way that it "takes the soul." If the request does not belong to the category of "soulful", then you need to show the addressee the cause-and-effect relationships, which will ensure that the addressee fulfills the request.
“From (date), according to the lease agreement No. X, the rent for 1 m 2 is 20 c.u. in a day. Over the past three months, there has been a decline in trading activity due to economic instability and social unrest. The average profit from trading is $10. per day, which is not enough even to pay rent. If no action is taken, then private entrepreneurs will be forced to close their outlets which could negatively impact your income.
Thus, you must make it clear to the addressee that the fulfillment of the request carries the prospect of obtaining tangible or intangible benefits.
Step 4 Statement of Request
When the addressee is prepared, you can state the actual request. The text of the request should be sufficiently concise and extremely clear. In no case should it contain ambiguity or understatement. For example, if we are talking about rent reduction, it is important to indicate to what level:
“We ask you to reduce the level of rent until the situation stabilizes to 5 USD. per m2 per day.
If we are talking about the provision of services, then specify the request as much as possible, indicating the desired dates, price issue, etc.:
« To equip a pottery workshop, you need a kiln for firing ceramics - we ask you to help us in acquiring it. The cost of the furnace with the installation is 998 thousand rubles».
IN this example it is not entirely clear what kind of assistance is required from the addressee. Better to be more specific: “We ask you to help in purchasing a furnace for firing ceramics by transferring 333 thousand USD to the settlement account of the company for the production and installation of furnaces.”
Whatever you ask for, the recipient must know exactly when, what, how much and at what price you want to receive. A generalized request is more at risk of rejection because the addressee does not always have the time and desire to deal with the details. In addition, you run the risk of not getting what you want by transferring the initiative to the addressee.
For example, private entrepreneurs wrote a letter asking for a rent reduction, but did not indicate to what level they want to reduce the rent:
“We ask you to reduce the level of rent until the situation stabilizes.”
As a result, they received a reduction in rent, but insignificant (by 1% of the existing one). Thus, their request was granted, but little changed in the position of the initiators of the letter.
In some cases, the text of the request can be made bold so that it stands out in the text, but do not abuse this technique.
Step 5. Summarize your request.
Repeat your request and emphasize what benefit the addressee will receive if the request is fulfilled. The request should be slightly modified. It is best to build a sentence according to the scheme: "If you fulfill the request, then you will be happy."
“If you go along with us and lower the rent for a while until the situation in the region stabilizes, you will not only be able to save more than 150 jobs, but also will not incur global losses due to the complete lack of rent.”
But there may be other options:
“You can be sure that every ruble of your charitable donations will go to a good cause and help children who find themselves in a difficult situation grow up to be worthy citizens.”
"You can be sure that every child's smile will give you moral satisfaction from your difficult work, and your efforts and efforts are an investment in worthy and happy citizens of the near future."
The main thing is to repeat the meaning of the request and the benefits of its implementation. The benefit does not have to be material. Remember that the addressee is a person, and feelings are not alien to him.
EXAMPLE:
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“We kindly ask you, I.I. Ivanov, arrange a meeting of applicants with the chief manager of your company. We will be grateful for your assistance. With respect and gratitude, Employment center director P.P. Petrov" |
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“Dear Ivan Ivanovich! Your company has been participating in the Career Guidance Program for Applicants for several years now, helping them to choose a profession. You, as a personnel manager, are interested in training professionals, and we are ready to help schoolchildren to start training masters of their craft. To date, the profession of a manager is one of the most common, but many applicants do not have a clear idea of its meaning. In this regard, we ask you to organize a meeting of the general manager with applicants on March 23 at 15.00 at the base of your company. By telling the guys about the secrets of the profession today, you are laying the foundation for training real professionals tomorrow. Perhaps in a few years one of them will take your company to a new level of development. With respect and gratitude, Employment center director P.P. Petrov" |
And do not forget about the design of the letter - this is the "face" of the organization. If the initiator of the letter of request is an organization, then such a letter is drawn up on letterhead signed by the head or authorized person. If a private person, then it is enough to comply with the basic norms in the arrangement of the elements of the letter. These details are legally and psychologically very important for the addressee and the formation of the correct image of the sender.
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- | Sending hundreds of sales pitches, requests, and other business emails every day, but not getting the message you want? Do not know how to unobtrusively and politely remind the addressee of his obligations? Then online training will definitely help you. "Business Writing Skills"! You can go through it at any convenient time by. | - | - |
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Drafting various kinds of business letters is a necessary part of the work of business representatives. Thanks to such messages, they gain the opportunity to solve commercial issues in the most accessible, fast and optimal way.
FILES
What are business letters
Conventionally, business letters can be divided into several main categories:
- congratulatory letter;
- information mail;
- etc.
A separate item can be marked as answers to all these letters, which are also part of official business correspondence and are also written according to certain canons.
Who should act as the author of the letter
Business letters must always contain a signature. At the same time, any employee of the company whose competence includes this function or authorized to do so by order of the director can be directly involved in compiling the letter. Usually this is a specialist or head of the structural unit in charge of the subject of the message. However, regardless of who is writing the letter, in any case, the letter must be submitted for approval to the manager, bearing in mind that it is written on behalf of the company.
General rules for writing business letters
All business messages should relate only to the activities of the company or the circumstances associated with it. At the same time, regardless of the content, they must comply with certain requirements.
First of all, it is a certain structure. The message should always include:
- writing date,
- details of the sender and recipient,
- polite address address (in the form of the wording “Dear Ivan Petrovich”, “Dear Elena Grigoryevna”),
It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to confine ourselves to the greeting “Good afternoon!”).
Various additional documents, photo and video evidence may be attached to the letter - if any, this must be reflected in the main text.
The letter can be drawn up both on a regular standard sheet of A4 format, and on the letterhead of the organization. The second option is preferable, because with it you do not need to manually enter the details of the company, in addition, such a letter looks more solid and once again indicates that the message belongs to official correspondence. It can be written in handwritten form (letters written in calligraphic handwriting are especially successful), or printed on a computer (it is convenient when you need to create several copies of a letter).
The letter must be certified with a signature, but it is not necessary to stamp it, because. since 2016 legal entities exempted from the need to use printing in their activities.
Before sending, the message, if necessary, is registered in the journal of outgoing documentation, in which it is assigned a number and the date of departure is set.
What to look for when writing a letter
When composing a letter, you need to carefully monitor spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how well the thoughts are expressed and framed in the message.
Do not forget that the studies conducted clearly show that people are not ready to spend more than one minute reading this kind of letters.
The letter must be written in the correct form, without “spreading the thought along the tree”, rather short and succinctly, to the point. Each new topic should be framed as a separate paragraph, which, if necessary, should be divided into paragraphs. In addition, a concise and clear letter will make it clear to the recipient that the author values his time. Here the saying “brevity is the sister of talent” is in place.
What Not to Do in a Business Letter
In business letters, a cheeky or frivolous tone is completely unacceptable, just like too dry text and banal “stamps”. You should also avoid complex formulations, an abundance of participial and participle turns, special terminology understandable to a narrow circle of specialists.
The letter should not include unverified, unreliable, and even more so, deliberately false information.
It must be borne in mind that this type of message is not only part of routine business correspondence, but, in many cases, refers to official documents that can later acquire the status of legally significant.
How to send a letter
Any official message can be sent in several basic ways.
- The first, the most modern and fastest, through electronic means connections. It is convenient and fast, besides, it allows you to send information of almost unlimited volume.
There is only one minus here - with a large amount of mail from the addressee, the letter can easily get lost or fall into the Spam folder, therefore, when sending letters in this way, it is advisable to additionally make sure that the letter has been received (via a simple phone call).
- The second way: conservative, which allows you to send a message by Russian Post. At the same time, it is recommended to use the function of sending by registered mail with acknowledgment of receipt - this form guarantees that the letter will reach the addressee, about which the recipient will receive a special notification.
Typically, sending via standard mail is used in cases where original documents are sent, letters certified by live signatures and seals.
- Also, a letter can be sent via fax or various instant messengers, but only on condition that the relations between the partners are close enough and fully allow such a way of correspondence.
· Igor Zhuravlev
Igor Zhuravlev, Andrey Kurosh, Alexey Chumachenko, Polina Vafina
Igor Zhuravlev, Polina Vafina
You received email, where there are several recipients in the copy. What happens when you click the Reply All button?
A letter will be created, where in the "To" field the address from which you received the original letter will be indicated
· A letter will be created, where in the "To" and "Cc" fields, respectively, all the recipients listed in the original letter will be indicated
An email will be created with an empty "To" field
A letter will be created, where in the "Copy" field the recipients listed in the original letter will be indicated
You received an email from a specific address. There are several more addresses in the "Copy" field. You want to reply only to the person from whose address the letter came. Which button should be pressed?
· To answer
· Reply All
· Create a message
Forward
What is the Go To button used for?
· To set a calendar reminder
To prepare a response on behalf of the manager
· To always mark the email as unread
To forward a letter to a subordinate
Which term is defined below?
· open data
Open Data Passport
666. The definition of what concept is given below:
Open data
Open government data
· Open Data Passport
In what format is data not prepared for the open data set for the purpose of their publication on the Open Data Portal of the Russian Federation?
XML format
· DOC format
CSV format
Which of the icons will launch a software application to create an open dataset in CSV format?
Table 1
table 2
· Table 1
· Table 2
Which table meets the requirements for publishing an open dataset?
Table 1
table 2
· Table 1
· table 2
